Administrative Assistant 1

Augusta University • Augusta, GA

40d • $16 - $19

About The Position

This position works under the direct supervision of the Business Manager. This position is responsible for providing administrative, academic, and/or operational assistance to multiple assigned cardiology faculty and the Business Manager as needed. Duties will also include maintaining accurate academic and clinical schedules for assigned faculty, ensuring QGenda updates are accurate, coordinating updates for academic and health center cardiovascular websites and social media pages, assist with coordination for CME events on and off-campus as well as create marketing materials, travel coordination, correspondence management, conference coordination and agenda preparation, maintain Outlook calendar for all assigned faculty, assist with phone triage, telephone/visitor management and additional duties as assigned. This position is responsible for back-up for other positions within the section as needed.

Requirements

• Associate's degree from an accredited college or university in a related field and a minimum of three years progressively responsible experience in administrative support positions.
• OR
• High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and six years of progressively responsible experience in administrative support positions.
• Ability to maintain confidentiality.
• Excellent interpersonal, written and verbal communication skills.
• Proficient in Microsoft Office and other computer software/databases.
• Detail-oriented with strong organizational, prioritization and multi-tasking skills.

Nice To Haves

• Associate degree from an accredited college or university including course-work related to position.
• Experience with Microsoft Word, Excel and PowerPoint.
• Typing: 50-55 wpm.

Responsibilities

• Provide secretarial support to assigned faculty and the business manager (as needed) and general assistance to the division to include: maintain Outlook calendars And QGenda schedules for assigned faculty; coordinate meetings and outreach initiatives, provide coverage of primary phone line, direct calls, take messages, answer questions, assist and direct visitors; send reminder pages; distribute mail and run errands; make new files and folders; create new forms; scan documents and photos; create PowerPoint slides; type check requests, key requests, IDR's, process recommendation letters, etc., for assigned faculty; cross-train and provide coverage to other staff within the division; meet with faculty regularly.
• coordinate, prepare & process faculty travel and leave requests which include: Obtain documentation from faculty member, prepare all required forms (ie. travel request, OA-1, leave request and registration), coordinate travel arrangements if necessary, ensure all coverage arrangements have been finalized before submission to the business manager, ensure that all paperwork is completed and finalized within two weeks of departure date or 45 days before first clinic cx date; post leave to QGenda which syncs with faculty calendars in Outlook send "faculty off-campus" e-mail to Business Manager including coverage information the day before faculty is to leave, prepare expense statements upon return, maintain accurate and individual travel files ensuring that all documentation is kept orderly, maintain records of outside professional activities (OA-1) to be reported on the OA-2 at the end of each fiscal year.
• Maintain up to date faculty CV's to include converting new faculty CV's to MCG format; update faculty PACT profile, assist faculty with re-credentialing and promotion and tenure processes; maintain files for BLS/ACLS certificates, licenses, DEA; maintain photos/graphics files and biographical sketches, assist with publication submissions for each assigned faculty; prepare paperwork for observerships as requested.
• Assist cardiology fellowship coordinator and director with fellowship recruitment to include help prepare interview schedules, coordinate catering and venues for visits, escort candidates to interviews and maintain an on time schedule; help coordinate assist with exiting/incoming fellows transitions, fellowship events throughout the year, and daily program requirements as needed as the ACGME program requirements have expanded the required administrative support required.
• Assist faculty in preparing research documents, routing forms, HAC forms, and other forms as requested. Maintain research records for assigned faculty as needed.
• Provide back-up to other staff for duties assigned to faculty that are performing contract clinical work, such as ASMP telehealth clinics.
• Assist with training of departmental staff, assist with annual CME conferences held on and off-campus, update QGenda and the division Campus & Health webpages, coordinate the bi-annual newsletter, maintain Cardiology Alumni social media, prepare monthly Satellite census, and maintain Cardiology marketing materials.
• All other duties as assigned.

Benefits

• Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
• Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.
• Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees